¶ Introduction
JOIN Scheduling is an optional module within the JOIN Suite. It is an extension of JOIN Business & Document, which makes it possible to create an agenda based on a meeting file and distribute it to connected meeting applications. JOIN Scheduling can be used in combination with administrative decision-making, but can also be used for other types of meetings.
¶ Functional overview
Meeting files are available within JOIN Business & Document. These meeting files are independent of case files and other types of files - a document can be linked to a case and at the same time also to a meeting file, a project file or a personnel file. The meeting files form a separate heading in the menu of JOIN Case & Document. You can use meeting files with or without JOIN Scheduling, but when you install JOIN Scheduling the meeting files are always added (if you didn’t have them yet). A meeting file is a separate registration type within JOIN Case & Document, with the possibility to assign a separate set of metadata per file type. For example, you can use different fields for MT meetings than for college meetings. You determine which metadata you record and your application manager of JOIN Zaak & Document can adjust that data afterwards.
The meeting files are created and managed within JOIN Case & Document. In the preparation for a meeting, the meeting file is created and documents are linked. These documents (whether or not case documents) are associated with a meeting by linking to the meeting file. Documents that are not linked to the meeting file cannot be included in JOIN Scheduling and therefore cannot be distributed to the meeting applications via JOIN Scheduling.
JOIN Scheduling offers the following core functionality:
- Create and edit an agenda for a meeting
- Distributing this agenda, including all metadata and linked documents, to connected meeting applications
- Maintaining confidentiality on agendas, agenda items and documents
- Defining and maintaining an authorization structure for editing and consulting calendars
JOIN Scheduling has its own authorization system, with its own users. No use is made of the users in JOIN Case & Document because consultants of agendas (the participants in meetings) can be users who do not have access to JOIN Case & Document: after all, they can also be users from outside the organization. Scheduling has a user structure with the following types of users:
¶ Editors
Users who have the role ‘Editor’ can create and edit calendars.
¶ Consultants
These users can consult distributed (formatted) calendars and open the documents in the calendars.
¶ Administrators
Administrators can do the same as Editors, but can also add users, assign authorizations, and change table values.
The integration between JOIN Agenda and JOIN Case & Document supports ‘Single Sign On’, so that an editor who opens JOIN Agenda from a meeting file is logged in immediately. For this functionality it is of course required that the editor is a valid user in JOIN Case & Document as well as in JOIN Scheduling. If JOIN Agenderen is used outside JOIN Case & Document (by logging in directly at https://www.agenderen.nl or https://test.agenderen.nl) no Single Sign On will be applied.
For a detailed description of the functionality, please refer to the other pages in this wiki. At the top of this page is a short index for the different topics. The manual starts with creating an agenda.
¶ Test and production environment
JOIN Agenderen is a cloud application with both a test and a production environment. If you purchase JOIN Scheduling, you will have access to both environments. The test environment is connected to your test environment of JOIN Case & Document; the production environment on the production environment of JOIN Zaak & Document. The meeting application you are using will also provide a testing and production environment, giving you two completely separate chains for creating and distributing agendas. The support for test and production per connected application is described here.
If Decos implements changes in JOIN Scheduling, these changes are first implemented in the test environment. These changes are therefore available to all users of JOIN Scheduling: everyone uses the same cloud application. It is of course highly recommended to actually use the test environment to test new functionality within your own process. In addition, you can of course also use the test environment to instruct employees.
You can access the test environment via:
- https://test.agenderen.nl
- The Agenda button in meeting files within your test environment of JOIN Case & Document
You can access the production environment via:
- https://www.agenderen.nl
- The Agenda button in meeting files within your JOIN Business & Document production environment
¶ Required technique: white paper
A whitepaper is available for using JOIN Agenderen. It describes exactly which techniques JOIN Agenderen uses and which technical preconditions apply to use.
JOIN Scheduling is available for JOIN Case & Document and is not supported in combination with Decos D5 (the predecessor of JOIN Case & Document).
¶ Structure of the wiki
This wiki is intended for the administrator, editor and consultant of Agenderen.nl. The section “management” explains how to configure meeting types, user management and more extensive authorizations. An explanation is given to the editor about creating, editing and publishing meetings. Information about the use of the Meeting APP, the consultation of documents and the taking of notes is available to the consultant who makes use of the Meeting APP.